Work is what users will record their time against for a Placement in Invoxy.
You can have multiple work options per placement, which may be handy for distinguishing time against:
- A different project
- Whether the time is billable or not
- If the Work has a rate multiplier
- If the Work has a different account code associated with it
You can create and edit work in Invoxy under Manage > Work.
When managing Work the options available are:
Work Name - The name of the work. This will be visible to administrators throughout Invoxy, so should be descriptive enough to accurately identify the Work.
Work Display Name - Can be used to specify an alternate name for the Work, if required. This will be visible to candidates and clients, so should be self-explanatory to help them with accurately recording and approving time. Will default to be the same as the Work Name.
Account Code - The account code that sales invoice lines should be allocated to. If your account is connected to Xero, this list will populate for you to select the appropriate sales code from your general ledger.
Tax Rate - Select the appropriate Sales Tax Rate for this type of work. This will apply to both Accounts Receivable invoices, and Accounts Payable invoices if you have any Sales Tax registered contractors.
Pay Item/PayHero Work - If using an integrated payroll system you'll be able to select the connected pay item or work option for that system. Learn more here: Xero Payroll Integration, PayHero Integration, or FlexiTime Integration.
Colour - Select the colour for this work - the colour will show in the Week Summary.
Auto Add to New Placements - Tick this box if you want this work to be automatically added to all new placements. You will still be able to remove the work from any placements you don't want it included on.
Units - If the Work is for units other than Hours/Days set the appropriate units here. You can learn more about creating unit-based Work here.
Pay Rate Modifier & Bill Rate Modifier - If the standard pay or bill rate for time recorded against this work should be modified, set the modifier here.
Modifiers can be set to:
Multiply Rate - Multiply the placement rate by the figure set, e.g. x1.5 if the time should be paid and/or billed at time and a half.
Add to Rate - Increase the placement rate by a set dollar amount, e.g. add $x to each hour/day recorded.
Fixed Rate - Override the placement rate with a set dollar rate, e.g. fix the rate to $x per hour/day recorded.
Margin - Bill Rate Modifier only - Sets the placement bill rate to achieve a set margin %, e.g. set to 20% if you wish for the bill rate to be automatically calculated at a rate that would result in 20% margin on the placement.
Work Pattern - To add a default work pattern to the work, tick 'Work Pattern' and a week summary will appear. Enter the selected normal work pattern and click save.
This appears in the week summary tab under Time in grey outlined boxes, which helps to see which users have pending time or have completed less time than expected.
Overtime, Allowances & Deductions
On the Overtime & Allowances tab for each work you can add any automated overtime, allowance, or deductions rules that should apply to time recorded against that work.
For more detail on setting up overtime, allowances, and deductions see this article.
On-Costs & On-Charges
On-costs & on-charges can be used to account for additional payroll costs or charges to clients above the standard pay and bill rates. For more detail on setting up on-costs & on-charges, see this article.